The File / Scanning Clerk provides administrative and document-management support to the Finance Department for American-Marsh Pumps (AMP) and QuantumFlo (QF). This position is primarily responsible for scanning, organizing, filing, indexing, and maintaining financial and business records in accordance with established procedures.

The File / Scanning Clerk reports to the Accountant, who reports to the Site Controller for AMP and QuantumFlo. The position requires strong attention to detail, organization, confidentiality, and the ability to accurately manage both electronic and physical records.

Essential Duties and Responsibilities

· Scan invoices, accounting records, reports, receipts, and other Finance-related documentation.

· Properly name, index, organize, and save electronic files according to established filing procedures.

· Maintain organized physical and electronic Finance Department records.

· File accounts payable, accounts receivable, general accounting, and other financial documentation as directed.

· Retrieve records and documentation when requested by Finance team members.

· Review scanned documents for legibility, completeness, and accuracy.

· Assist with converting historical paper records into electronic files.

· Identify duplicate, incomplete, missing, or incorrectly filed documentation and notify the appropriate Finance team member.

· Prepare documents for scanning, including removing staples, sorting pages, and organizing records.

· Reassemble and appropriately file original documents after scanning, when required.

· Assist the Accountant and Site Controller with basic administrative Finance projects and document requests.

· Support record-retention, audit preparation, and document-retrieval activities.

· Maintain confidentiality of employee, vendor, customer, banking, accounting, and other sensitive business information.

· Perform other administrative duties and Finance Department projects as assigned.

Qualifications

· High school diploma or GED required.

· Previous office, clerical, filing, scanning, data-entry, or administrative experience preferred but not required.

· Basic computer proficiency, including Microsoft Office and electronic file-management systems.

· Ability to learn company systems and established document-management procedures.

· Strong organizational skills and attention to detail.

· Ability to perform repetitive tasks accurately and consistently.

· Ability to prioritize work and follow established procedures.

· Ability to maintain confidentiality when handling sensitive financial and business information.

· Effective written and verbal communication skills.

Key Competencies

· Attention to Detail

· Organization

· Accuracy

· Dependability

· Confidentiality

· Time Management

· Follow-Through

· Teamwork

Physical Requirements

· Ability to sit or stand for extended periods while scanning and organizing documents.

· Ability to operate standard office equipment, including scanners, printers, and computers.

· Ability to bend, reach, and access filing cabinets or stored records.

· Ability to occasionally lift and carry boxes of files or records weighing up to approximately 25 pounds.